At HC3, we use two different processes to qualify mailings for postage discounts and they both have a different end-user experience as it relates to mailpiece tracking.  

The first method we use is software-presorting of mailings. HC3 uses our proprietary software, AutoMail PRO, to analyze the ZIP Code of each address and then sorts them for the lowest possible postage before printing begins. The mailpieces are then printed in presorted order, folded/inserted, trayed, palleted, and delivered to the Postal Service for delivery. Mailpiece tracking for software-presorted mailings starts as soon as the mailpieces are accepted by the USPS.

The second method we use for postal discounts is commingling of mailings. This process skips the presort software and prints them in the same order we received them from our clients. Once they’re printed, folded/inserted, and trayed, those mailpieces are commingled with mailpieces from other mailings and then sorted. When the sort is complete for each day, the mail is submitted to the Postal Service. The tracking for these commingled mailpieces doesn’t typically begin at that facility. Rather, it begins when they are processed by the next distribution center in line.

The tracking for software-presorted mailings starts almost immediately as they arrive at the receiving postal facility. Tracking for commingled mailings start when they are processed through the next facility. Without understanding the process, and by just looking at the reports, it could seem like the commingled mailpieces were mailed day(s) after the software-presorted pieces. In actuality, the delivery times for each method is the same.

You may be wondering why there are two different processes. At HC3, we utilize both methods of achieving postal discounts because each method has its own set of benefits and disadvantages.

Software-presorted mail is scanned sooner in the mail’s journey and has the potential for slightly lower postage. Actual postage, however, is determined by how many pieces in the mailing are going to any given 5 digit ZIP Code, 3 digit ZIP Code, or regional processing area. It is important to note that these mailings must have at least 500 qualified pieces to receive a postage discount, so smaller mailings go out under full-rate postage.

Commingled mailpiece tracking starts later in the process, but they allow smaller mailings to be mixed with other mailings. This allows mailings with less than 500 pieces to qualify for postage discounts.

Both methods can be received by the USPS on the same day, and spend about the same amount of time in the mailstream, but their tracking starts at a different point in the mailstream.

Please contact us if you have any questions, and we will be happy to help you.